There are 100 things on your mental To-Do list. Daily duties (like email and planning dinner) and pre-scheduled stuff (like meetings and appointments). But what remains are the big things that are easy to put off because they don’t have hard deadlines – things starting a new initiative, exploring a great idea for a side hustle, finishing a pet project, or taking the first step to follow that crazy dream you’ve had for 10 years. These are the things that could have the biggest impact on you, come the end of the year.
But these projects are also the easiest things to put off or to only push ahead 1 inch each week. If you push 100 projects ahead 1 inch each week, you’ve made 100 inches of progress at the end of the week, but your desk is still full and you’re feeling frustratingly resigned to always be behind. This is an incremental approach.
A different approach would be to push a 50-inch project ahead until it is finished and falls off the desk; then you could push a 40-inch project ahead until it falls off; and then you can spend the last of your time and energy pushing a small 10-inch project off your desk. This is the “push-it-off-the-desk” approach.
Both approaches take 100-inches of work. However, the “push-it-off-the-desk” approach changes how you think and feel. You still have 97 things left to do, but you can see you made tangible progress. For about 12 years, I tried a number of different systems to do this – to finish up what was most important for the week. Each of them eventually ended up being too complicated or too constraining for me to stick with.
Eventually I stopped looking for a magic system. Instead, at the end of every week, I simply listed the projects or project pieces I was most grateful to have totally finished. Super simple. It kept me focused on finishing things, and it gave me a specific direction for next week (the next things to finish). It’s since evolved into something I call a “ 3-3-3 Weekly Recap.”
Here’s how a 3-3-3 Weekly Recap works. Every Friday I write down the 3 biggest things I finished that week (“Done”), the 3 things I want to finish next week (“Doing”), and 3 things I’m waiting for (“Waiting for”). This ends up being a record of what I did that week, a plan for what to focus on next week, and a reminder of what I need to follow up on. It helps keep me accountable to myself, and it keeps me focused on finishing 3 big things instead of 100 little things. Here’s an example of one that’s been scribbled in a notebook at the end of last week:
Even though you’d be writing this just for yourself, it might improve your game. It focuses you for the week, it gives you a plan for next week, and it prompts you to follow-up on things you kind of forgot you were waiting for.
Sometimes I do it in a notebook and sometimes I type it and send it to myself as an email. It doesn’t matter the form it’s in or if you ever look back at it (I don’t), it still works. I’ve shared this with people in academia, business, and government. Although it works for most people who try it, it works best for academics who manage their own time and for managers who are supervising others. They say it helps to keep the focus on moving forward instead of either simply drifting through the details of the day or being thrown off course by a new gust of wind.
I’ve also used this with others who I work with, and we usually use it as a starting point for our 1-on-1 weekly meetings. They usually email it to me and it’s a useful check-in. It helps them develop a “Finish it up” mentality, instead of the “Polish this until its perfect” mentality. Also, you can give feedback on what they’re choosing to focus on, and you might be able to speed up what they might be waiting for (especially if its something on your desk).
Good luck in pushing 3 To-Dos off your desk and getting things done. I hope you find this helps.
No one has a cousin named Tarzan. No one has a best friend named Goat Boy. That’s because we’re not raised by apes or goats, but we're all raised, socialized, and helped by other people.
Some of these people are obvious: parents, close relatives, coaches, and some teachers. But a lot of others aren’t nearly so obvious. They might be that person who recommended we go to one school versus another, helped get us a job, helped lend a hand during a difficult time, or saved us from a desert island that one time by paddling through shark infested waters using only his right arm.
With Thanksgiving coming up, it can be a nice chance to hit pause and think of 2-3 nonobvious people who might have done a small thing that made a big difference in our life. Doing something as simple as this can do your soul good. On one extreme, it reminds us that we aren’t the self-centered Master of our Universe as we might think when things are going great. On the other extreme, it reminds us that there are a lot of people silently cheering for us when we might think things aren’t going so great.
What do you suppose would happen if you tracked these people down and game them a call? It’s four steps:
1. Find their phone number and dial.
2. “Hey, I’m ___; remember me? How are you?”
3. “It’s Thanksgiving. I was thinking of you.”
For about the past 30 years, I’ve tried to do this each Thanksgiving. It used to be the same 3-4 people (advisors and a post-college mentor), then a couple more, and this year I’m adding a new one. For some reason, I always look for an excuse why I shouldn’t make these calls. I always find myself pacing around before I make the first call. Part of me thinks I might be bore them, or they already know it, or it’s interrupting them, or that it’s too corny.
Yet even if I have to leave voice messages, I’m always end up smiling when I get off the phone. I feel more thankful and centered. Maybe they feel differently too.
Still, there’s some years I never made any calls, because I had good excuses. Maybe it was too late in the day, or they were probably with their family, or I called them last year, or I didn’t really have enough time to talk. I’m sure they had some good excuses – way back when – as to why they didn’t have time for me. I’m thankful they didn’t use them.
If you can think of 2-3 people you’re thankful for who might not know it, you don’t have to wait until Thanksgiving next year to tell them. They won’t care that you’re a little bit late or a whole lot early. It’s only 4 steps.
Someone once told me that he was such an efficient teacher that he usually spent less than 10 minutes preparing to give an hour-long lecture to his college class. Sometimes he said he even did it in real time when he was at the front of the classroom -- he just opened up his folder to see what the topic was for that day and started talking. He was an efficient, but not engaged teacher. He also didn’t enjoy teaching, and saw it as an interruption in other things he’d rather be doing.
“Mailing it in” became a popular phrase at about the same time “I’m working at home” became popular. It means being efficient, but it also seems to mean doing something with the minimal amount of work that is acceptable. Being efficient without being engaged.
I saw the exact opposite of this through a fog of pot smoke this past weekend.
Every May, one of the great parks in Rochester, NY holds a 10-day party in the park called the Lilac Festival. They ship in tons of fried dough and dinosaur-sized turkey legs. They also book really cool bands to play every evening until the police close them down at 8:30.
Last Friday they had booked a great concept called something like Classic Album Concerts. They would pick a classic album and then assemble top-rate musicians who could play the album note-by-note and word-by-word perfect. It would be the perfect live recreation of the album, but with musicians who aren’t dead or in heroin rehab. The first of these was going to be a recreation of the classic Led Zepplin album – “Led Zepplin II.” Since Led Zepplin was my very favorite, most ultimate, highly awesomest band when I was in high school, I rescheduled my Friday afternoon meetings so I could be smunched into the front row. The plan was to drive up to Rochester and sing along with the band for 41:38 minutes while my wife and visiting sister-in-law looked at their watches and occasionally tapped them to see if they were still running.
The band hit every single note and every nuance. Even the spacing between the songs seemed the same length as between the tracks on the album or 8-track. But after we had burrowed through the crowd and pot smoke to get to the front, there was something a little weird happening on the side of the stage. There was a woman with huge head phones who looked like she had jumped on the stage was going to wave and gesture at the crowd until the security guards tackled her to the ground. Then I realized that she was using sign language – she was a sign language translator for people who were deaf or otherwise hearing impaired. This would include people who had stood too close to Led Zepplin amplifiers in the 1970s.
I went back to singing along with the music until there was a 10-minute drum solo. At that point, I started spacing out and again noticed the sign language translating woman. Although there were no words to sign, she was air drumming. Instead of waiting around until the band started singing again, she got so much into the song that she was using her down time to flail around like she was playing Rock Band on the PS4. When they did start singing again, I noticed she then had the same idea during guitar solos. Any time there was a guitar solo, she would switch instruments and play a Guitar Hero solo for the hearing impaired.
From a “Mail it in” perspective, she was ridiculously inefficient. You don’t play have to play your interpretation of the air drums when the real drummer is right next to you. You don’t have to play air guitar for hearing impaired people when you could instead just back up a little bit so that they could better watch the real deal themselves. She didn’t have to do it. She would have been paid the same amount if she had spent the drum solo in the Beer Here Tent.
But from a “Be Engaged” perspective, this is brilliant. She was doing it all: the hair tossing, the tortured face gestures, the sweating . . . everything. I started watching her every time they stopped singing because she would again start playing Guitar Hero. Again, she could have spent the guitar solos tweeting a selfie or buying a Led Zepplin 8-track online, but she instead spent every minute being fully engaged in that minute. Mindlessly mindful. Electric Zen.
If someone told her she was being inefficient, she could have said, “Yeah, but I feel totally alive.”
That might be one big trade-off between focusing on being efficient at a task or being engaged with it. If you’re efficient, you have the satisfaction of saying, “I’m done.” If you’re engaged, you have the satisfaction of saying, “I feel totally alive.”
There’s a place for both. With some tasks, you just want to get them done. If you don’t like cleaning, grading, answering email, or doing your receipts, it makes sense to be more efficient. All of these things can take a variable amount of time, and you want that to be short.
Other tasks, take a fixed amount of time. You have to be in class for 50 minutes, you have to be in a 60-minute meeting, you have to watch a 2-hour dance recital for your third grade daughter, or you have to be a sign language interpreter for a 41:38 minute concert. It’s hard to make these efficient because you have to be there for the entire duration. So you might as well consider being engaged while you’re there. It’s going to take a more effort, but the worse that can happen is that you like it more and that you "feel totally alive."
By the way, if you decide to go on stage and play the air guitar at your daughter’s third grade dance recital, make sure to get a video of it.
Party on, Wayne.
On a late afternoon about 20 years ago, I stepped into a slow elevator with my college’s most productive, famous, and taciturn senior professor. After 10 seconds of silence, I asked, “Did you publish anything yet today?” He stared at me for about 4 seconds and said, “The day’s not over.” Cool . . . very Clint Eastwood-like.
Most of us have some super-productive days and we have some bad days, but most lie in-between. If we could figure out what leads to great days, we might be able to trigger more of them in our life.
Think of the most recent “great day” you had. What made it great, and how did it start?
For about 20 years, every time somebody told me they had a great day, I’d ask “What made it great? How did it start out? About 50% of the time its greatness had to do with an external “good news” event like something great happening at work, great news from their kids or spouse, a nice surprise, or nice call or email from a grateful person or an old friend. The other 50% of the time, the reason for “greatness” was more “internal.” They had a super productive day, they finished a project or a bunch of errands, or they had a breakthrough solution to a problem or something they should do.
External successes are easy to celebrate with our friends. Internal successes are more unpredictable. What made today a great day and what sabotaged yesterday?
When people had great days, one reoccurring feature was that they started off great. There was no delay between when they got out of bed and when they Unleashed the Greatness. People said things like, “I just got started and seemed to get everything done,” or “I finished up this one thing and then just kept going.”
One of the most productive authors I've known said that got up six days a week at 6:30 and wrote from 7:00 to 9:00 without interruption. Then he kissed his wife good-bye and drove into school and worked there. When I asked how long he had done that he said, “Forever.”
About a year ago, I started toying with the idea that "Your first two hours set the tone for the whole day."
Think of your last mediocre day. Did it start out mediocre? That would also be consistent with this notion.
We can’t trigger every day to be great, but maybe we have more control than we think. If we focus on making our first two hours great, it might set the tone for the rest of the day.
What we need to decide is what we can we do in those first two hours after waking that would trigger an amazing day and what would sabotage it and make it mediocre. For me, it seems writing, exercise, prayer, or meditation are the good triggers, and it seems answering emails, reading the news, or surfing are the saboteurs.
Here’s to you having lots of amazing days. One’s where you can channel your best Clint Eastwood impression and say, “The day’s not over.”
It's been said that the most frequent last words of adventurous, partying males are probably:
1) “Hey, watch this,” or
2) “Here, hold my beer.”
If we heard either of these, we'd probably yell “STOP, Don’t Do That!” But giving well-intended advice in less obvious situations is trickier, so we've grown more hesitant to do so. We’ve all been burned by giving advice and having someone stare a hole through us.
As a result, even as mentors we can we be hesitant to giving a young person advice about their future. We might say “I will give them advice if they ask.” Yet even if they us ask "What do I do?" we can be too carefully non-committal in giving them any advice that's useful (“Well, what do YOU want to do?”).
Last month I had an interesting conversation with a person who said his son had been adrift in high school. It all turned in the right direction for him one day when an adult he casually played chess with said, “If you work hard, you could be a high-school chess champion.” He focused, and it happened. The Dad then said something similar had happened to him 50 years ago. He had been adrift in high school – good grades but adrift – when a someone told him “If you work hard, you could be on the debate team.” He focused, and it happened.
These two mentors (even if they didn't know they were mentors) had each given these young people a specific vision of what they could be: A chess champion and a debate champion. They just didn't say “You’re sharp,” or “You talks good.” They gave a specific direction that an adrift student could paddle toward. They decided to Be the One who pointed at an island the students could paddle to.
It can be easy to say “Good job,” or “You’re creative,” to a young person. Those are compliments, but they don't give useful paddling directions. A student might be earnestly good at school but not see where to take their life other than in the general direction their parents, friends, or placement office talked about.
Suppose we took the risk that those two mentors took, and we told a younger person “You’d make a great ________,” or “Have you ever considered ____; I think you’d be really good at it.” They might feel a bit flattered, but they might also feel a bit motivated to paddle in a direction they hadn’t thought of. Even if they went in a totally different direction, if we motivated them in a hopeful way, we accomplished more than if we would have said, "Well, what do YOU want to do?"
Let’s circle back to last month’s conversation about the two mentors who laid out specific visions to the guy and to his son. Things worked out for both of them. Ten years later, the son had graduated from college, started his own business, and was coaching chess champion hopefuls on the side. Forty years later, the dad had retired as a Fortune 500 CEO to produce a movie. Partly because two mentors decided to "Be the One" who gave them direction.
There's a reemerging movement around this Be the One notion. Although it's sort of aimed at teachers, a surprising amount of it still applies to any mentor who takes the extra effort to say the right words at the right time. You can check out Ryan Sheehy's Twitter for a booster shot.
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I'm Brian Wansink, and I've worked with wonderful researchers to discover insights on how to help people become happier, more effective, and more meaningfully connected.
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